Changes affecting State, Data State, and Form Submission Status fields

Recently, TrueContext has been busy enhancing our system's capabilities in managing work. We've introduced reassigning dispatches, an approval workflow, and new FormSpace level permissions.

Our vision for Work Management also necessitated changes to our State, Data State, and Form Submission Status fields.

Today, we are introducing 3 new metadata fields on a form submission:

State is being replaced by Workflow State, this new field has the same list as State, but has the following changes:
• In Progress → Dispatched
• Complete (Sent for Editing) → Reopened
• Complete (Edited) → Completed (Corrected)
• Complete → Completed
• Dispatch Declined → Cancelled

Data State is being replaced by Data Flow State, this new field has the same list as Data State, but has the following changes:
• Dispatching → Pending Download
• Dispatched → Downloaded

Form Submission Status is being replaced by Workflow Status (although in most places we just call this status).
This status gives you an "at-a-glance" view of the most relevant information, to help you identify records that need attention. The status is a combination of Workflow State, Data Flow State, and Completion Result, depending on the current stage in a workflow.

NO IMMEDIATE ACTION NEEDED. Nothing has changed for you that you have to address immediately, but you will notice new terms in our UI. We implemented the changes with new fields so that we didn't negatively impact any existing integrations.

Where the new fields/values could impact a downstream process, we have only added the options to migrate to the new fields, but left the existing choices as is. For example, scheduled CSV exports will still output Form Submission Status if you've previously included it. When you are ready to move to the new fields, you will update your export to remove Form Submission Status and replace with Workflow Status.

There are some places we have switched to the new fields right away, but these are limited to on-screen choices and displays and onscreen help will be provided during the transition.

Deprecation Date

Note: Integrations, analytics, documents, and scheduled exports that use the old metadata fields and values will continue to work until September  30, 2025. You can begin transitioning to the new fields and values as soon as we launch.

For more information on this change, please refer to Changes to Work Management Metadata.